Internal
This page is a complement to Stockholm University's employee website for employees at the Department of Geological Sciences.
New at IGV?
Checklist starting/ending employment at IGV (78 Kb)
Terms of employment
Here you can find information about working hours, illness and medical care, different types of leave, holidays and insurance and pension.
Occupational health care services
• Invoice, Purchase, and Procurement
Christina Jansson
is the institution's purchasing coordinator, and for any questions regarding the purchase or procurement of goods or services, Christina should be contacted.
Invoice
Since April 2019, there has been a law (2018:1277) regarding electronic invoices due to public procurement. This means that all our purchases must either be made through the purchasing portal, from contracted actors we have agreements with, or through direct procurement. Payment is made in the purchasing portal, but everything outside of this is paid via invoice. This means that our suppliers must send an e-invoice through their financial system. Note! An invoice in PDF format is not an e-invoice.
The university uses Raindance from CGI as its e-commerce system and supports the standards recommended by SFTI. We prefer that e-invoices are sent via PEPPOL. If the supplier does not have access to this, they can join our supplier portal. This can be done by emailing fakturaservice@su.se.
Our PEPPOL is 0007:2021003062
Our reference is 464000 (otherwise the invoices will not reach us or will be delayed).
You can add your name after the reference if this does not appear otherwise.
The invoice address also needs to be included on the invoice, even if they send an e-invoice.
- Stockholm University
C8201, 190 87 Rosersberg
Only in exceptional cases can we accept a paper invoice. The finance department states that such cases may be if an e-invoice would risk disclosing information covered by confidentiality or if the invoice does not concern a purchase but a non-procurable fee. For other exceptions, contact administrative manager Viktoria Arvinge.
Stockholm University always has a 30-day payment period.
Purchasing and Procurement
All purchases should follow the university's procurement objectives: to ensure the right price, function, and quality; to minimize negative environmental impact; and to ensure goods are produced under good conditions. The procurement should be conducted in an efficient and legally secure manner.
The university has five principles to follow:
- Transparency – documentation, processes, and decisions should be clear.
- Proportionality – requirements should be adapted to our needs.
- Equal Treatment – all suppliers should be given the same opportunities.
- Non-Discrimination – we must not limit competition against suppliers.
- Mutual Recognition – certificates from other countries should be accepted as equivalent to Swedish ones.
Existing Agreements
Stockholm University has procured and concluded agreements with many actors, which are available in the purchasing portal and in our agreement/contract catalog (note that all agreements have an expiration date). We can also use Kammarkollegiet's procured agreements .
Agreements can be against:
- A single supplier
- Several ranked suppliers
- Several suppliers through renewed competition (contacting several at once is necessary)
- Or several suppliers through an allocation key.
Procurement under 100,000 SEK
If you do not have an agreement for what you need to purchase and the cost is under 100,000 SEK, a direct procurement is made.
- Conduct market research by googling, calling, or visiting companies.
- Contact at least three companies; in case of a lower amount, two companies are sufficient.
- Request quotes.
- Create a Word file where you write what you need to purchase, which companies you contacted, how you evaluated them ("best value for money"), and which one you finally chose and why. This document should then be emailed to Christina Jansson.
- Now you can make your purchase from the chosen company, and they need to send an e-invoice.
Procurement under 700,000 SEK
Here, there are requirements for procedures and documentation.
Contact Christina Jansson, and she will assist you.
Procurement over 700,000 SEK
There are formal requirements to follow. Contact Christina Jansson, and she will assist you.
For more information please go to SU's website.
• Travel
Transition from Egencia to Amex GBT
From November 1, all travel must be booked via our new travel agency Amex GBT.
If you have an ongoing trip or a trip booked with Egencia in the future, you can no longer access the trip in the online booking. You will have to contact Egencia via personal service. When you contact Egencia, it is important to point out that we have changed travel agencies and therefore cannot access the online system.
Egencias personal service
Open: Monday–Friday 08.00–17.00
Telephone: 08-580 062 72 (Same number for 24h support).
E-mail: customer_service@egencia.se
Stockholm University and SJ AB have an agreement on business travel by train (information in Swedish).
Train tickets can be bought directly from SJ.
• Secondary employment
Secondary employment means any activity alongside a staff member’s work that cannot be regarded as part of his or her private life. Secondary employment can be either paid or unpaid.
Regulations concerning secondary employment
Employees should report secondary employment in the HR system Primula.
Teachers should do this continuously and on their own initiative. Other employees are only required to report secondary employment in Primula, if the employer requests it.
Environmental information
Environmental action plan, reports and travel statistics for IGV
IGV environmental action plan document is only available in Swedish: Miljöhandlingsplan (95 Kb)
Environmental survey IGV 2021 (1114 Kb)
Travel statistics
IGV number of one-way flights 2015-2021 (85 Kb)
IGV total kg CO2e from flights 2015-2021 (96 Kb)
Travel and meetings
Travel and meeting policy for Stockholm University
Digitala möten och videokonferenser vid universitetet (page only available in Swedish)
Purchase and procurement
- Purchase and procurement are among the university activities with the largest environmental imprint. Therefore it is important to make environmentally good choices when purchasing. The document Regler för inköp och upphandling (Rules for purchase and procurement, only in Swedish) states that the University's Environmental Policy applies to all purchases and procurement. Information in English about procurement.
- Upphandlingshandboken (The Procurement handbook, only in Swedish) has information on environmental and social requirements (Miljökrav och sociala krav) to prioritize in procurement.
- Since January 2023 we have a policy for sustainable meals at IGV. The policy applies to catering as well as restaurant visits. Policy for sustainable meals at IGV (170 Kb) .
Laboratory work
- Working with chemicals in the field or laboratory entails risks of emissions to water, air or ground. Everybody working with chemicals must be familiar with and follow the routines of SU and IGV. Primarily this means the Stockholm University Chemical Handling Procedure (138 Kb) and Safety regulations for IGV ( Safety regulations (314 Kb) ). Further information about chemical management is available at Sustainable Campus, https://www.su.se/sustainablecampus/how-to-do/chemical-management.
- To make sure Stockholm University follows the law on transport of dangerous goods, the university safety advisor for dangerous goods must be contacted before chemicals are transported outside of campus. Read more at Sustainable Campus, https://www.su.se/sustainablecampus/how-to-do/chemical-management/transporting-chemicals.
- Soil and other growing substrates can contain pests. To prevent spread of pests there are rules for import to Sweden. Information about this can be found at the Swedish Board of Agriculture. Here you can also apply for exception to the import rules for scientific purposes.
Energy saving
To save energy, please remember to always:
- Turn off the lights when you leave your office for lunch and meetings.
- Turn off screens and machines and unplug chargers not in use.
- In the laboratory, keep the fume hoods closed when not in use.
- Consider the energy efficiency when buying new electrical equipment.
Lab safety
The Stockholm University section for safety and security is available around the clock seven days per week (24/7) on phone (08) 16 22 16 or (08) 16 42 00. Please read the Evacuation Plan instructions, located at the entrance of each corridor. In the case of a fire alarm, leave the building immediately.
Chemical Handling Procedure (138 Kb)
Gaskännedom och gashantering (986 Kb)
Gas risks (121 Kb)
Handling gas cylinders (74 Kb)
Labansvariga (273 Kb)
Policy för riskbedömning av kemiska arbetsmiljörisker vid IGV (120 Kb)
Ramverk for laboratorieverksamheten vid IGV (149 Kb)
Requirements to work in IGVs laboratories (293 Kb)
Safety regulations (314 Kb)
Storing gas cylinders (131 Kb)
Template/Fillable form for discussion regarding laboratory work (436 Kb)
More information about working with gas and gas bottles can be found at www.aga.se/en
Security & emergency
Stockholm University has a tip line for students and staff. Here it is possible to report crimes, threats, harassment or other matters concerning security at the university. Checklists for crises can also be downloaded.
The department has a local action plan if a crisis or danger should occur at the department.
Krisplan 2024–2025 (164 Kb)
Risk Assessment
Evaluation of risks in connection with various activities.
Riskbedomning IGV 2021–2022 (115 Kb)
Cardiac starter
A cardiac starter is located outside Krister's room S2 in floor 2. No formal training is needed to use the cardiac starter. Instructions on how to use it is attached to the machine.
Working environment
Department's finances
Annual book report & budget
2022 bokslut & 2023 Budget (396 Kb) (in Swedish)
For earlier Annual book reports and budgets please contact webmaster@geo.su.se.
Policy documents
Arkivbeskrivning för institutionen för geologiska vetenskaper (215 Kb) (only in Swedish)
Delegations- och beslutsordning 2021-2023 (uppdaterad sep. 22) (98 Kb) (only in Swedish)
Förteckning över utanordningsberättigande (273 Kb) (only in Swedish)
GPDR Riktlinjer för hantering av personuppgifter vid IGV (176 Kb) (only in Swedish)
Guidelines with an action plan for work environment management (336 Kb)
Krisplan 2024–2025 (164 Kb) (only in Swedish)
Miljöhandlingsplan (95 Kb) (only in Swedish)
Policy for sustainable meals at IGV (170 Kb)
Policies för fältarbete (213 Kb)
Risk assessment work environment IGV (Covid-19) (201 Kb)
Safety regulations (314 Kb)
Vacation policy (60 Kb)
Verksamhetsplan för IGV – 2021/2022 (100 Kb) (only in Swedish)
Monday meetings
Anteckningar/Notes, 20 May 2024. (110 Kb)
Anteckningar/Notes, 13 May 2024. (108 Kb)
Anteckningar/Notes, 6 May 2024. (166 Kb)
Anteckningar/Notes, 22 April 2024. (111 Kb)
Anteckningar/Notes, 15 April 2024. (109 Kb)
Anteckningar/Notes, 8 April 2024. (107 Kb)
Anteckningar/Notes, 25 March 2024. (148 Kb)
Anteckningar/Notes, 18 March 2024. (84 Kb)
Anteckningar/Notes, 19 February 2024. (115 Kb)
Anteckningar/Notes, 12 February 2024. (102 Kb)
Anteckningar/Notes, 5 February 2024. (104 Kb)
Anteckningar/Notes, 15 January 2024. (115 Kb)
For earlier Notes please contact webmaster@geo.su.se
Board minutes
January 2023 (131 Kb)
For earlier Board minutes please contact webmaster@geo.su.se.
Information for Researchers
Here you can find advice, support, service as a researcher at Stockholm University.
EU project
What is special about EU projects? The special thing about EU projects is that they legally binds the whole university to the project.
Open access and Open data at Stockholm University
There is a requirement that peer-reviewed publications should be published in Open Access. On this page you will find some useful information regarding Open Access and Open data i Horizon 2020.
Contact information: advice, service and support for researchers
Several of the Offices within the University Administration offer their services and support to researchers at Stockholm University.
Compilations of research funding opportunities
Information for PhD students
Other stuff
Lecture halls booking system
You can book IGV lectures halls through the link below.
Book
Staff web at SU
At medarbetarwebben you should be able to find all information for you as an employee and also information about internal training, courses and lectures in different areas.
Stockholm University medarbetarwebb
Stockholm University staff events
Stockholm University staff news
Web administrator
webmaster@geo.su.se
Stockholm University's emergency number
is available 24 hours: +46 (0)8 16 22 16 or +46 (0)8 16 42 00.
Last updated: May 30, 2024
Source: Department of Geological Sciences